1. Open Databases vs. Closed Databases
What is an open database?
What is a closed (traditional) database?
Why should schools and non-profits use open databases?
When are open database solutions not appropriate for an organization?
How does an organization get an open database?
How does an organization use an open database effectively?
2. inRESONANCE™ Solutions & FileMaker® Pro
What are inRESONANCE solutions?
Are all FileMaker Pro databases open?
Where can I learn more about FileMaker Pro?
Do I need a NT/Novell/UNIX/Apple server or "network" to use inRESONANCE solutions?
Are inRESONANCE solutions compatible with Mac? Windows?
What are the hardware requirements of inRESONANCE solutions?
3. Training and Support
How do I get technical support?
FAQ Answers
An open database solution is a database system that can be easily customized by the user. In addition to adding data and printing reports, the user can add new screens, add new fields, create new reports and add new functionality. This makes the database a dynamic tool that empowers the user and lets the user extend its usefulness. The expansion of the database is limited only by the knowledge of the user. And, because the user can customize the database, it is flexible. It is unrealistic to think that database designers could anticipate all the requirements of a dynamic organization; often, these needs change with time. With proper training, users of an open database can learn to support their own databases. They are not totally dependent on the vendor for training or support.
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What is a closed (traditional) database?
In traditional database systems (closed databases), users are locked out from making major changes to the database. These systems are designed primarily to perform specific or specialized tasks and provide highly controlled access to information. Large organizations that employ closed databases rely upon one or many database administrators within the organization to maintain the system, update it or resolve any problems. In smaller organizations—in particular, schools and non-profits—the luxury of a dedicated database administrator is rare. Often system administrators and technology support staff in schools and non-profits are already called to perform a multitude of concurrent and demanding roles ranging from tech support to network administration; as such, they are unable to successfully undertake another role as the organization-wide database administrator. Thus, if the designer of the database did not provide all the necessary means to record information as the institution needs it to be recorded, and if the users do not have full time "in-house" database administrators, they will either have to use the database improperly to record and report information, or go outside the database to complete the job. For highly dynamic, small-to-medium-sized organizations, it is often too expensive, too time-consuming or even impossible to make alterations to a closed database. Often, such changes will require complete upgrades from the vendor. And, often, vendors of closed databases will demand high annual support fees for basic technical support and maintenance.
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Why should schools and non-profits use open databases?
Schools and non-profit organizations are the perfect environments for open databases. Typically, these offices are run by one or two people who need to create new reports all the time. They need to be able to track new information as the job changes. Consider these analogies: Schools and non-profit offices would never buy a locked word processing program with a fixed number of letters and forms. Instead, they buy a word processor program and learn to use it. They would never buy a locked spreadsheet system with a library of locked education budget worksheets. They buy, instead, an open spreadsheet and learn to make their own spreadsheets. The same should be true for their databases. In most offices it makes perfect sense to have a database tool that is flexible and can grow with the needs and skills of the users.
Open databases are practical only if the software is easy to learn, and flexible yet powerful enough to suit people's overall needs. These are principles behind all inRESONANCE database solutions.
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When are open database solutions not appropriate for an organization?
An open database is not appropriate when a suitable database or commercial program already exists and adequately covers a need that does not change. There are numerous accounting systems, library systems and contact management solutions that are available off-the-shelf; in this case, there is little reason to “reinvent the wheel.” Second, open databases may not be appropriate for enterprise-level applications, e-commerce, or in environments where users' access to information must be strictly controlled and managed. These users may be sales personnel, store clerks, bank tellers or other service personnel who use or collect a routine and specific set of information on a daily basis within an organization. Although FileMaker Pro can be used to deliver closed or open solutions, it is often not the appropriate tool for large or extremely complex applications. But within workgroups or organizations of 2-50 or slightly more where flexibility and extensibility are important, FileMaker Pro may be the perfect fit—open or closed.
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How does an organization get an open database solution?
To put an open database solution into offices, an organization can spend the time to learn database development and create the database on its own, or it can license an existing solution that can be customized to suit the organization's specific needs. While it is possible to develop a solution “internally,” most schools and non-profits lack the experience to do it well, or they find the task cost-prohibitive.
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How does an organization use an open database solution effectively?
With open databases, the people using the databases are also customizing their own databases, so they will not need support in the traditional sense. You need access to training at all levels. You need basic training for new users, and more focused intermediate and advanced training as your expertise and needs grow. This training can range from report writing to mail merge, from relational database creation to web integration, or from importing from other databases to understanding layout design principles. Training can be provided by any of the dozens of FileMaker Pro training consultants around the world. You are not restricted to inRESONANCE or any one vendor. We do, however, provide training specifically tailored to the needs of users in education and non-profit settings.
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What are inRESONANCE solutions?
inRESONANCE solutions are highly integrated FileMaker Pro databases designed with the needs of users and workgroups in mind. inRESONANCE solutions are developed by people with extensive backgrounds in education and research—people who understand schools and non-profits deeply. inRESONANCE solutions have been honed and refined over many installations. They are designed to allow for easy user customization.
Because each database is designed and built from the ground up in FileMaker Pro, users can learn to manage their own databases and customize them as the need arises and as they see new uses for the databases. Beginners can learn to be users of inRESONANCE solutions with only a day or two of training. Intermediate users can add new screens and fields to the databases that exist and even create extensions and new databases.
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Are all FileMaker Pro databases open?
No. The developer of a FileMaker Pro database can lock out users in the same way traditional database developers can. In many installations this is advantageous because the user is not intended to interact with the database in new ways. Every field, every report, every sum and every query has been planned from the creation of the database and it is not intended that there will ever be other needs for the user. In these database situations, it is preferable to lock the user out from any ability to customize the database. Users are strictly users. There are environments, however, where it is preferable for users to be able to alter the database. These include many of the offices that typically exist in an educational institution. For example:
- Office of Admission
- Financial Aid
- College Guidance
- Student Registrar
- Alumni & Development
- Tutoring Programs
- Summer Programs
- Information Technology Services
- Physical Plant
Where can I learn more about FileMaker Pro?
The best starting place is online: http://www.filemaker.com —FileMaker Inc.'s official web site. You'll find links to developers, consultants and product information.
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Do I need a NT/Novell/UNIX/Apple file server or "network" to share inRESONANCE solutions?
The iR solutions use FileMaker so the answer is both Yes and No. Any FileMaker Pro client can act both as a “server” and a “client” and interact with any combination of Macintosh and Windows computers. There is, however, a limit to the number of clients that can connect in this setup, and important functions like backup are hard to accomplish.
For most organizations, it is highly recommended to use FileMaker Server rather FileMaker Pro to serve the files to multiple users. FileMaker Server includes built-in backup procedures, error and event logging, remote login for administration, and support for LDAP, as well as other advanced features. Using FileMaker Server allows for many more served files and clients to connect as well as much better overall performance.
FileMaker Server can run on either Macintosh or Windows servers, but this is not file sharing. Users do not need a "user account" on the server to access the databases. FileMaker itself runs as a service on the server and provides all the account and login services, separate from the server accounts. For more information, refer to FileMaker technical information on the FMI website.
Are inRESONANCE solutions compatible with Mac? Windows?
Like all FileMaker Pro files, inRESONANCE database solutions can run on either Macintosh or Windows computers, and the information can be shared between computers running either the Windows or Macintosh operating system. There is no need for file conversion and no need to standardize offices or the entire campus. Files served on a Macintosh server can be seen on a Windows client and vice versa. Files created on a Windows machine can be used or edited on a Macintosh or vice versa. This is perfect for educational settings where mixed networks are more the rule than the exception.
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What are the hardware requirements of inRESONANCE solutions?
In general, iR solutions will run fine on any running version of FileMaker Pro. FileMaker Pro will likewise run on a good, reliable Macintosh or PC. Using legacy or homegrown or bargain computers is always an invitation for frequent hardware troubles, and could lead to undeserved frustration with your databases.
FileMaker server machine requirements are also modest, but using a reliable machine with good backups is always a good first principle. FileMaker server makes good use of RAM so having sufficient RAM available will increase performance. That said, the average school or non-profit installation does not push FileMaker anywhere near its limit, so excessively robust (and expensive) servers are not required for excellent performance.
In terms of storage capacity, complete FileMaker-based iR solutions rarely exceed 200MB even at large institutions, so storage needs are not excessive. This can vary if the school stores pictures of students, and especially if those pictures are unedited and 2-3MB each. Also, large non-profits with millions of records may find file size approaching 3-5GB, but this is the exception. FileMaker as a platform is more than capable of handling records counts in this range and file sizes of a terabyte. Most iR installations are only using 5-10% of the overall limits for the FileMaker platform, even with all the data and all the files.
There are limitations, of course, as versions of machines, operating systems and FileMaker advance. Currently the latest version of Filemaker is 10 and this will run on any Macintosh running OS X or any Windows machine running Windows 2000 or better. For the latest exact details, refer to the FileMaker Inc. website (http://www.filemaker.com).
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How do I get technical support?
inRESONANCE database solutions are not traditional software products, and our technical support reaches beyond the traditional model. Not only do we support your daily use but we also support your growing independence.
Our goal is to make your office capable of becoming self-supporting by providing you with resources and training opportunities.
We offer two versions of iR HELP—prepaid blocks of time or pay-as-you-go. Prepaid Help Hours can be used for remote training, customization requests, or general help requests. Your hours never expire and you can use them across your organization. Pay As You Go allows you to purchase help when you need it. For more information visit our Help page at www.inresonance.com/irhelp. You decide which option is best for your organization.
inRESONANCE University (iRU) is an intensive, three-day workshop held each fall and spring. It is designed to provide you with hands-on learning whether you are new to one of our products, or an experienced user who now wants to learn how to customize. For iRU dates, registration and course information, visit www.inresonance.com/iru.
You will want to visit our Help Wiki www.inresonance.com/help. We regularly post user documents, articles, bug reports and bug fixes there.
We believe that organizations need to understand their own technical support needs, and select the combination of training and support that is most appropriate. It is our commitment to provide you with the documentation, training opportunities and frameworks to help you be successful. To make best use of your investment in technology, tech support should be considered a recurring operating expense.
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